Reservation Window - WebTMA 7

The Reservation window can be used to make a request by Type or for a particular item. If you reserve a specific item, this does not guarantee that the item will be available. A Reservation must be converted to a Rental to assure you get the item specified.

If your organization uses the optional Approval Routing module, an additional Tab and rules apply to the Reservation window. See Approval Routing and Reservations for more information.

If overbooking is allowed (an option during setup), conflicts are possible. Overbooking allows the same item to be reserved more than once for the same date and time.

Allowed Requestors

Path: Admin > User Management > Records / Identity Tab

Requestor information is taken from the Requestor record at Admin > User Management > Records / Identity Tab. Look to the Other Section of the Electronic Authorization Section. If the Reservation Requests check box is marked for the Requestor, the logged-in Requestor can make Reservations.

How to Create a Reservation

The field labels on the Reservation window as well as the Resource Entry flyout are self-evident. The left column of the Identity Tab–General Information Section applies to the Requestor, the right column relates to the Reservation itself.

From the Reservation window:

  1. Click Add on the WebTMA toolbar.

  2. Select the Requestor.

  3. Click the Add Resource link.

  4. Select the desired radio button on the Resource Entry flyout window. This gives you the option to choose a general type or a specific item. Note: On the flyout, the Start and End dates refer to the date range of the Reservation. For more information about the Resource Entry flyout, see the Note below.

  5. Complete other fields on the flyout.

  6. Click Save on the flyout.

  7. Click Save on the WebTMA toolbar.

If your organization does not use the automatic Reservation Counter, enter the required Reservation # as well.

If you reserve a Vehicle with the intention of having a driver pick up passengers and take them to a designated location, use the Driver and Destination fields.

WebTMA products for healthcare licensees include Biomed devices as a maintenance-worthy item that can be reserved.

NOTE: The Resource Entry flyout accommodates a filter for available resources and includes an option to specify usage recurrence. When you want a specific Item, complete the Facility and Item Type fields, and select available items. Mark the Recurrence check box to enable the Daily, Weekly, and Monthly options. Complete the Recurrence Pattern and Range of Recurrence Sections if desired.

How to Accept Reservations

Once a Reservation is created, it is not eligible for rental until it has been accepted. This action can be performed for individual records or in batch mode from Transactions > Facility Scheduler > Reservation Batch Validation.

From the Reservation window in View mode:

  1. Locate the Reservation record.

  2. Scroll down to the Accept/Reject Section.

  3. (Optional) Type reason in Accept/Reject Reason field

  4. Click the Accept button.

When the line item grid reflects the date accepted, the request is ready to be converted.

How to Reject a Reservation

If the Reservation cannot be honored, you can reject it. Similar to the Request Log, an Accept/Reject Reason text box is used to state the reason for rejection. This action is performed in View mode.

  1. Locate the Reservation record.

  2. Scroll to the Accept/Reject Section.

  3. Type the Reject Reason in the free-form text field.

  4. Select the desired E-mail radio button. Note: Unless you send a reply, the requestor does not know the request has been rejected.

  5. Click the Reject button.

When the Reservation window refreshes, the line item grid reflects the date rejected.

How to Convert a Reservation

(Reminder: Before a Reservation can be converted to a Rental, it must be accepted.)

When it is time for clients to use the reserved item or location:

  1. Locate the Reservation record.

  2. Click the Convert link on the Action Menu.

The Rentals window opens and the related Reservations fields are automatically populated.

Conversions are also dependent on settings you make in Admin > Client Info / Rental Preferences. The various Sections in Rental Preferences each have an Authorization Required setting. If Authorization Required is Granted for the item type you are converting (Area, Equipment, Vehicle, etc.), the item cannot be converted until all the line items on the Reservation are authorized.

Work Orders for Reserved Items

Path: Transactions > Work Order > Records / Identity Tab

If a new Work Order is written on an item that has been selected for a Reservation or Rental and the date falls within the Reservation/Rental dates, you receive an alert notifying you that an event/resource/rental is scheduled for the Work Order date. You have the option to save the new Work Order or cancel.

When you click OK, the Work Order is saved and the Reservation # and dates are added to the Work Order Request field.

NOTE: This action also applies to Event Resources. If the same item or location is also selected for an Event and a Work Order created, only the first of the two transactions displays in the Request field.

Approval Routing and Reservations

If your organization uses the Approval Routing System, an additional Approval Routing History Tab displays on the Reservation window.

When a Reservation falls within the Approval Routing rules, a routing status displays on the Reservation / Identity Tab. Look for one of the following words displayed in bold:

  • Authorization Required

  • Authorized

  • Authorization Rejected

Look to the Action Menu on the Reservation window for both the Authorize and Manual Routing links. The links are enabled in View mode only. The Authorize link allows you to approve, reject, or ignore the Reservation request.

Once a Reservation is accepted (using the Accept/Reject Section on the Identity Tab), the Manual Routing link is disabled.

If a submitted Reservation is eligible for Approval Routing, no resources can be accepted or rejected until all the line items on the Reservation are authorized.


Want to Know More?

Visit the WebTMA Help Page

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